Administrative Assistant - Maternity Health Care Unit (Lagos)

About the role

IOM, a UN-related organization focused on migration, is recruiting an Administrative Assistant for its Maternity Health Care unit (MHAC) in Lagos. The role covers office administration, medical file management and liaison with embassies, and supports the smooth running of the MHAC.

Key responsibilities

• Maintain internal administrative procedures such as document tracking, filing, archiving and monthly reporting.
• Help keep the e-archiving system for medical files, blood test results and follow-ups in order.
• Prepare mail-out lists for embassies and liaise with them on the processing status of immigrants and dispatch of documents.
• Set up and maintain storage for chest X-rays and keep hard copies of medical documents (informed consent, radiologist reports, sputum smear results, pregnancy test results, etc.), and photocopy and scan documents as needed.
• Receive completed medical deferrals, x-rays and other documents from the MHD, record them in the database and forward them to the migration health physician for clearance.
• Provide feedback on staff allocation to the various units within the MHAC.
• Maintain an inventory and organise procurement and storage of stationery, IT equipment, consumables, hygiene products and medical supplies.
• Coordinate the acquisition, renovation, refurbishment and maintenance of the MHAC facility with the MHAC Supervisor.
• Check travel authorisations and advise on allowances for staff travelling on duty.

Required profile

• Bachelor's degree in Administration Management, Medical Administration or a related field from an accredited university, with at least two years of relevant experience.
• Two years of professional experience, preferably in administrative support; experience with refugees or migrants in a medical setting, or with NGOs and international organisations, is an advantage.
• Fluency in English (oral and written); IOM staff must also be fluent in one of its official languages.
• Accuracy in handling and reporting data, and the ability to work in multicultural environments.

Required skills

• Computer applications such as MS Word, Excel and Outlook.
• Planning and coordinating logistical arrangements, and managing time and tasks.
• Clear verbal and written communication.